Peralta Community College District
Peralta Community College District
Student Services Program Review
Financial Aid Office
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SPRING 2010
Peralta Community College District
Student Services Program Review
Financial Aid Office
Table of Contents
Page
Introduction iii
A description of the Program Review of Financial Aid iv
I. Background Information 1
A. Describe 1
1. The Unit 1
2. Its History 1
4. Current components 4
B. Describe unique aspects of the program 6
C. Describe your current resources 12
D. Provide your program goals and show how they are 15
measured
E. How do you know that the program is meeting its goals? 16
F. What are the indicators that measure your present goals? 17
II. Student Demographics of those using your services 18
A. Who do you serve? 18
III. Student Performance and Feedback 20
A. How do students who receive services perform? 20
B. How do their counterparts who do not receive services 20
perform?
C. What do students have to say about student services (CCSSE 24 Reports 2007 and 2009 as well as other surveys)?
D. Have you used statewide or national assessment 37
instruments to assess your program?
IV. Program effectiveness 37
A. Interdepartmental/Program/Campus Collaboration 37
1. List of memberships and standing committees 37
and governance groups
3. A description of the relationship with other program 39
and services
B. Quantity of program/dept/service delivered 44
1. How many students do you serve? 44
2. How many appointments/contacts with students 44
do you have on any given day?
3. How many contacts do you make with students? 45
V. Student Learning Outcomes 45
A. List the student learning outcomes that are 45
presently assessed
VI. Action Plan 48
A. The future needs of the program 48
C. The strategies and actions to be taken by program 49
INTRODUCTION
The primary objective of a program review is to assure the quality of the PCCD Student Services Programs system. The program review is a systematic process for the analysis, collection, and interpretation of data that concern a program and its services.
Recommendations for each program will be linked and incorporated into the unit's planning processes and decisions that concern budget development, hiring practices, and service changes.
Student Services Program Reviews will be completed every three years. The Program Review is intended to support and complement the completion of annual plans that are required of each unit.
The Vice President of Student Services from the four Peralta colleges will establish the schedule(s) for program reviews.
A description of the
Program Review of Financial Aid
The College of Alameda Financial Aid Advisory Committee is comprised of an administrator, a faculty member, a staff member, and a student.
The Financial Aid Advisory Committee Self-Study team began on March 4, 2010, to draft the Program Review report. Changes and suggestions were included in the draft at meetings on March 8, 10, 12, 15, and 18 of 2010.
The draft of the Program Review began by reviewing the purpose of the Program Review and the data gathered by Chancellor’s Office DATA Mart, Financial Aid SAFE System, and PCCD Institutional Data Research Bank.
The final draft was reviewed on March 24, 2010.
The Program Supervisor, Angelita Martinez-Finlayson, and the Financial Aid Advisory Committee met to review the final draft on March 29, 2010.
The self-study was completed by the Financial Aid Advisory Committee on April 1, 2010.
The co-chairs of the Financial Aid Advisory Committee (the Self-Study Committee) met with the Validation Committee on April 2, 2010.
The Validation Team, the Student Services Council of College of Alameda, was selected at the beginning of the Program Review process. The team was chaired by the Vice President of Student Services, Dr. Kerry Compton, who was not involved in the self-study; the team included: Marcean Bryant, Tony Cook, Patricia Denoncourt, Patricia Dudley, Patricia Guevara, Marivic Lizardo, Helene Maxwell, and Truly Thompson.
Peralta Community College District
COLLEGE OF ALAMEDA
Financial Aid Office - Student Services Program Review
Self Study Narrative
I. Background Information
A. Describe:
1. The unit
The purpose of the Financial Aid Office at College of Alameda is to provide equitable assistance to all students who apply for financial aid (grants, loans, scholarships, work-study) that will enable them to obtain a certificate, a degree or to transfer to a four-year college.
The primary purpose of student financial aid is to ensure that all students have an opportunity to obtain a college education and to ensure that those students are not denied that opportunity because of the lack of financial aid. Most financial aid is awarded to students based on how much is needed to meet the cost of college. Therefore, the financial aid application process is set up to uniformly measure how much financial assistance each student needs to meet the cost of college.
Students and their families are mainly responsible for paying for, if possible, the students’ education. Financial aid is to assist those students to meet college costs when family resources are neither available nor sufficient.
2. Its History
In the mid-1970s, College of Alameda was approved to participate in the Federal Title IV Student Assistance Programs. Before its Title IV participation, the college's student assistance programs consisted of the Basic Opportunity Grant (BOG) and the Supplemental Loan Programs (SLP), to which the college ceased its participation in the mid-1980s, and the Perkins Student Loan program (NDSL), to which the college ceased its participation in 2005.
The Peralta Community College District Board of Trustees mandated that assistance for financial aid applicants must be available at all of its campuses. To support this mandate, the District Board allocated resources for a financial aid office with staff at each of its campuses, to comply with the requirement of Title IV that assistance is to be available for student financial aid applicants. Federal policies supersede district, local, and state policies of administering federal financial aid programs.
The Dean of Students of College of Alameda makes recommendations concerning internal operational decisions that impact the administration of the financial aid programs to the campus Vice President of Student Services. (All administration of federal assistance student programs must comply with federal rules and regulations).
Non-routine operational decisions that relate to the administration of the financial aid programs are made by the Financial Aid Office Supervisor of the college; many of these decisions require consultation with the Business and Cashier's Offices, Dean of Student Services, Financial Aid Advisory Committee, Financial Aid Staff, and other appropriate agencies and departments.
College of Alameda Financial Aid Office
Organizational Chart – March 2010 [1]
The Centralization of Financial Aid at PCCD
*Detailed information of the Centralization of Financial Aid at the Peralta Community College District is available in the College of Alameda Follow-up Report in Support of Reaffirmation of Accreditation. The report was submitted to the Accrediting Commission for Community and Junior Colleges Western Association of Schools and Colleges, March 15, 2010. Special attention should be given to pages 31-34 and page 51and 52 of the report.
4. Current Components
College of Alameda participates in institutional, federal, and state financial aid programs to provide its students with financial access for post-secondary education. The Financial Aid Office administers the following federal programs: Academic Competitive Grants (ACG); AMERICORPS; Bureau of Indian Affairs (BIA); Federal Pell Grant (FPELL); Federal Supplemental Educational Opportunity Grant (FSEOG); Federal College Work Study (FWS); Federal Family Educational Loans (FFEL); William D. Ford Federal Direct Loans (FDL) which include the Subsidized and Unsubsidized Loans.
The college administers the following California state programs: Board of Governor’s Enrollment Fee Waiver (BOGW); Cal Grant Competitive and Cal Grant Entitlement awards, B and C; Chafee Grants (Foster Youth); Extended Opportunity Programs and Services (EOPG).
Several scholarships are provided by businesses, by communities, by local and service organizations, and by other sources. The College of Alameda also offers an emergency loan program to eligible students.
Tables A, B and C, display the total dollars of each financial aid programs for the past three years:[2]
Table A
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Table B & C
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Measured in dollars, the Federal Pell Grant program is the largest source of financial aid for College of Alameda. In 2008/2009, 1,326 students received grants from this program of over $3 million. This helped to pay for books, supplies, transportation, child care, room and board, and other educational costs.
Measured by participants, the Board of Governor's Enrollment Fee Waivers Program is the largest program. In 2008-2009, nearly $2 million in enrollment fees were waived for nearly 4,382 students. The total of all financial aid awards was close to 6 million dollars in student assistance from all sources.
Each financial aid program, federal and state, has specific administrative and management requirements that necessitate the development of institutional policies and procedures: to ensure compliance with regulatory requirements, to facilitate the treatment of students, and to enhance the timely and efficient delivery of aid to students.
The Financial Aid Office of College of Alameda was established to coordinate all federal and state financial assistance offered by the college, and to ensure that the established rules and regulations governing student financial aid are observed in the administration of the student aid programs.
Regardless of the constraints of the limited funding that is insufficient to meet the full need of most of our student aid applicants, College of Alameda is committed to removing any financial barriers that may hinder student access to post-secondary educational opportunities, by providing financial aid to its disadvantaged and low-income students.
The goal of the Financial Aid Office is to deliver student assistance in a timely manner and to ensure availability of financial aid for students; without such assistance, many students would be unable to pursue their educational goals at College of Alameda.
To expedite qualifying and receiving financial aid assistance, students are encouraged to complete their FAFSAs on the Web. This completion can be done on site by the students alone or with the assistance of a Student Ambassador during a Financial Aid Workshop.
B. Describe unique aspects of the financial aid program
❖ Awarding Procedures
Students are awarded aid on a priority eligibility basis. Applications are accepted year-round. The College of Alameda award policy is that students are awarded on a first-come-first served basis, depending on availability of funds.
Federal awards are disbursed twice per semester. The first payment is available on the first day of the first week of classes, to provide students with funds to purchase books early in the semester. The second payment of the semester is disbursed approximately midway through the term. For students who did not receive payments on the first day of enrollment, the Financial Aid Office schedules payments once a week so that students will never be more than one week behind their actual schedules.
Students are informed that payments are granted to those students who have complied with the following:
➢ Completed a FAFSA application
➢ Enrolled at College of Alameda
➢ Maintained Satisfactory Academic Progress
➢ Submitted all required financial aid supporting documents
The Cal Grant Program was expanded in order to guarantee financial aid to those students meeting eligibility requirements. Students have the opportunity to qualify for one of the following awards: Cal Grant B Competitive Award; Cal Grant B Entitlement Award; and Cal Grant C Award. There are now two Cal Grant deadlines dates for community college students, March 2nd and September 2nd.
To make it easier for students who forget the deadlines or have difficulties in completing a Grade Point Average (GPA) form, College of Alameda each year electronically transmits the social security numbers of all enrolled students who have completed a FAFSA to the California Student Aid Commission.
The Financial Aid Office at College of Alameda is dedicated to improving service and increasing efficiency in the delivery of financial aid, by making use of automation and appropriate software. The Financial Aid Office is currently participating in the Student Aid Internet Gateway (SAIG) services.
These services are mandated by the U.S. Department of Education. The services allow the Financial Aid Office Staff to electronically communicate with the Federal Processor Center, correct, if needed, a student's FAFSA form, receive the Institutional Student Information Records (ISIRs), receive statements of reconciliation of ACG and Pell Grant programs, and receive and transmit data for Direct Loans.
By electronically processing FAFSA applications the moment they arrive at College of Alameda, the college has reduced the turn-around time. This process has also enhanced the college’s ability to respond to inquiries from students for specific information and services.
College of Alameda also employs The National Student Loan Data System (NSLDS) electronic program. This program allows an authorized staff member to view financial aid overpayment information and resolve any discrepancy immediately, which reduces any possibilities of an audit error. The program also gives the staff the ability to track borrowers and help students stay in contact with current and previous lenders.
The EdFund-Gaps-Student-Loan Navigator Program allows the Financial Aid Supervisor to electronically originate, certify, and guarantee Stafford Student Loans.
The Web Cal Grant allows the Financial Aid Supervisor to access the student's Cal Grant application award and payment data, and to report or edit payment transactions, all online.
During office hours, students may come to the Financial Aid Office of College of Alameda for drop-in-counter services. Students and their parents may schedule appointments either with the Financial Aid Specialist, Staff Assistant, Senior Clerical Assistant or Supervisor to discuss their aid and other problems.
During the academic year, the staff schedules weekly Financial Aid Application Assistance Workshops at College of Alameda or at a specific site for the community, parents, and students. Workshops are also provided for the local high school students and their parents.
The diversity of the staff enables the Financial Aid Office at College of Alameda to offer the students information and assistance in Arabic, Chinese (Mandarin and Cantonese), Spanish, Tagalog, and Vietnamese.
1. Cohort Default Rate
For the last five years, the official cohort default rate for College of Alameda has been below 6%.
The Financial Aid Office will continue to implement the default management plan by conducting prevention workshops, entrance and exit interviews and by delaying loan certification for 30 days for all borrowers.
Unique aspects in the technology and delivery of services
Technology and the delivery of financial aid services are compatible. Because of the link between these two services, College of Alameda has implemented the following different forms of technology and delivery that are used to expand access, communication, and services to financial aid students:
1. Financial Aid TV
To keep up with the technology and student demands, in 2006-2007 academic year, College of Alameda Financial Aid Office contracted Financial Aid TV software. Financial Aid TV is a customized on-line video service that is created specifically for College of Alameda financial aid students. Financial Aid TV can easily be navigated in the financial aid webpage. This software contains comprehensive, short on-line video segments that answer frequently asked questions.
By using the software, the financial aid staff's goal is to communicate complex financial aid information to students in a style and format that the students are able to understand.
2. SARS-GRID
Currently, the Financial Aid Office of College of Alameda is using the SARS-GRID software. This software is a multi-user scheduling program that is easy to navigate. It allows the financial aid staff to schedule appointments, print appointment reminder slips, view reports and schedule drop-ins to the appropriate financial aid staff (Financial Aid Specialist or counter staff members). The software also gathers statistics of daily student contacts.
3. Scanned Documents
College of Alameda Financial Aid Office uses the latest technology to comply with the demands to be a "paperless" environment. The Financial Aid Office now scans students' financial aid supporting documents. All documents are collected, reviewed, and scanned on the front-end, usually at the Financial Aid Welcome Center. Scanning has allowed the staff to view, review, and verify all documents that are saved in the “F” drive that is exclusively used by the financial aid staff. Therefore, the student does not have to provide the document again, and the staff does not have to leave a paper trail when assisting students whose documents have been scanned.
4. Website
To increase services to students and take advantage of today's technology, the District Office developed websites for each of its financial aid office. College of Alameda Financial Aid Office website includes links to the college's departments and the departments of the Peralta Community College District. The website links to various financial aid information: FAFSA online, FAFSA Pin Application, FATV, CHAFEE Foster Youth Application, Cal Grant Applications, Stafford Loans, and other financial aid information. The website also provides a quick launch to financial aid disbursement dates and frequently asked questions.
Currently, the Financial Aid Office Document Library webpage contains financial aid documents that are available to download and read only. The completed documents can be submitted in person, by email, by fax, and by mail. College of Alameda will be engaging a new website system called Drupal. By using Drupal, financial aid students will have the opportunity to complete and submit forms online.
The Financial Aid Office will include a link for Financial Aid Literacy (FAL). This link will allow students to learn about budgets, credit, identity theft, and financing education; it will also allow students to take management courses in financial aid money management.
The Financial Aid Supervisor is committed to keeping the website current.
5. Other Uses of Technology
Other access channels have been developed, such as electronic and telephonic to increase service to students. Some of these channels are to enhance communication to students and others are to expand service to students.
Voicemail: A College of Alameda Financial Aid Office staff member is assigned to answer and respond to all incoming calls from students who called after business hours.
Email: The Financial Aid Office at College of Alameda has an established email address (in addition to the address that each staff person is assigned by the Peralta Community College District). Students may conveniently email their concerns to the Financial Aid Office Staff.
o Financial Aid Office Audits and Program Reviews
Federal regulations require the Financial Aid Office to have its records and student files audited annually. Each audit must cover the time period from the last audit. College of Alameda Financial Aid Office is audited annually by an independent auditing firm that reviews a sample of students to ensure the Financial Aid Office is in compliance with federal, state, and institutional policies.
Table D describes audits that have been performed at College of Alameda.
Table D
|AUDIT/REVIEWED |PERFORMED BY |DATE |
|Campus based and Stafford Programs (ACG, FPell |Compliance with U.S. Department of Education, |July 2009 |
|Grant, FSEOG, FWS, Subsidized and Unsubsidized |Vavrinek, Trine, Day&Co., LLP. |Under review |
|Loans) | | |
|Universal Title IV Self-Evaluation Program |U.S. Department of Education - San Francisco, |March 2008 |
|Review for the 2007/2008 academic year |CA |Under Review* |
|Cal Grant Program Review |California Student Aid Commission |July 2004 |
| | |Liability: $0.00 |
|The PCCD Financial Aid Review |Houston Executive Services |February 2001 |
|The PCCD Student Services Program Review |College of Alameda Validation Committee |December 2001 |
| | |Liability:$0.00 |
|Financial Aid Program Review |U.S. Department of Education, Washington, D.C. |June 1992 |
| | |Liability: $0.00 |
|Stafford Loan Program Review |California Student Aid Commission |July 1992 |
| | |Liability: $0.00 |
* College of Alameda Financial Aid Office completed the Universal Title IV Self-Evaluation Program Review for the 2007/2008 academic year. At the time of financial aid payments, all findings showed that students were enrolled and eligible for grants and loans. After the payment, the Student Class Data report showed that the students were Retro-drops (Rs).
From the U.S. Department of Education, College of Alameda has not received a final letter that contains the amount of liability; the college, however, has instituted a system to prevent retro-active drops.
C. Describe your current resources.
Table E describes the Financial Aid Staff of College of Alameda.
Table E
|TITLE |PERMANENT |FUNDED BY: |
|Financial Aid Supervisor |Full-time |100% General Funds |
|Program Specialist |Full-time |100% BFAP* |
|Financial Aid Assistant |Full-time |100% General Funds |
|Sr. Clerical Assistant |Full-time |100% General Funds |
* Board Financial Assistance Program (BFAP)
Classified Hourly Staff:
College of Alameda Financial Aid Office uses a portion of its BFAP Administrative Allowance to employ hourly staff to assist the permanent staff in processing student files (Four (4) Clerical Assistant II – 20 hours a week).
The hourly staff turnover, a result of these employees reaching their maximum number of legal workdays, is significant because the Supervisor has to spend a great amount of time training new staff.
Student Ambassadors and Student Assistants:
Student Ambassadors are hired to assist the staff. There is a formalized training and evaluating process for all Student Ambassadors. The Financial Aid Office Student Ambassadors currently assist the staff in the newly built Financial Aid Welcome Center where the Student Ambassadors assist in the following:
❖ Answering basic financial aid questions
❖ Answering telephones
❖ Assisting with the weekly Financial Aid Workshop
❖ Helping students to access other students services independently
❖ In-Taking documents, giving documents, and scanning documents
❖ Providing Board of Governor's Enrollment Fee Waivers and FAFSA applications
❖ Scheduling appointments by using SARS-GRID software
Financial Aid Advisory Committee
The Financial Aid Advisory Committee of College of Alameda meets on the second Monday of each month at least six times during the academic year. The committee is an important and integral part in the administration of the Financial Aid Office.
The Financial Aid Advisory Committee consists of a faculty member from each academic department, now called "Division", classified members, and students. The College Council established this committee in order to recommend financial aid policies and procedures to the Dean of Student Services and to the Supervisor.
Under the direction of the Financial Aid Office, the Financial Aid Advisory Committee developed the College of Alameda Student Employee Evaluation Process and the criteria for the Student Employee Evaluation.
The Financial Aid Office takes the leadership of sending the evaluation every semester to all the colleges' supervisors who employ students. The student evaluation process is a participative effort between each supervisor and his/her student employee(s) to assess the student's performance, strengths, and deficiencies.
Financial Aid Appeals Committee
The Financial Aid Appeals Committee of College of Alameda meets at least once a month to review students’ appeals. A faculty member, the EOPS Director, and a general counselor meet with the Supervisor to discuss difficult appeal circumstances.
Tables F and G describe the funding sources. [3]
Table F
Board Financial Assistance Program Financial Aid
Administrative Allowance (BFAP)
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* Board Financial Assistance Program (BFAP) Administrative Allowance:
The BFAP funds consist of the Board of Governor's Enrollment Fee Waivers that College of Alameda Financial Aid Office awards to eligible students. The funds are provided by the California Community College Chancellor's Office.
Table G
TITLE IV ADMINISTRATIVE ALLOWANCE [4]
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D. Provide your program goals and show how they are measured.
College of Alameda Financial Aid Office develops its annual goals and objectives in coordination with the mission and goals of the college. The Financial Aid Office endeavors to eliminate unnecessary application procedures: by simplifying the aid process, by providing innovations to expedite the response to students, by guaranteeing a student orientation that eliminates language barriers, and by ensuring economic accessibility.
College of Alameda Financial Aid Office is dedicated to improving service and increasing efficiency in the delivery of financial aid: by making use of automation and appropriate software packages that reduce application turn-around time, enhancing informational services, responding to inquiries, and allowing flexibility for a case-by-case determination of student eligibility when unique circumstances arise.
To ensure accessibility, the Financial Aid Office adheres to the principles and practices of the U.S. Department of Education and the California Student Aid Commission when determining eligibility for federal and state aid programs.
The Financial Aid Office accepts the following responsibilities to deliver student aid:
➢ Assist students and their families with the application process
➢ Monitor students continued eligibility for financial aid that they may receive
➢ Process applications, determine eligibility and make awards
➢ Publicize the availability of financial aid
➢ Report accurately expenditures and eligibility statistics to the governmental agencies that provide funding
The following program goals were adopted:
1. Help students understand the requirements of Satisfactory Academic Progress (the lack of knowledge of this policy may prevent students from receiving financial aid);
2. Provide information about the students' rights and responsibilities once they accept an award and receive their financial aid;
3. Provide information about FAFSA, grants, and loans by fliers that are distributed and orientations and workshops that are held.
4. Remove financial barriers to help students finance their education and provide access to higher education;
Table H describes how the program goals are evaluated and measured.
The following financial aid data from the fall of 2007 were used by the Financial Aid Office to evaluate and measure the success of its goals and objectives.
Table H
|The Success Retention Rate 74.6% of financial aid students were retained in a class compared with 70.4% of students who are not receiving aid;|
|The Success Rate 64.1% of financial aid students compared with 62.1% of students who were not financial aid; |
|The Persistence Rate 60.0% of financial aid students persisted to the next term at the same college compared with the 43.7% of non-financial |
|aid students; |
|The Student Drop Rate 25.5% of financial aid students compared with the 29.6% of non-financial aid students.[5] |
Success & Persistence Outcome Measures--All Students
College: Alameda Fall 2007
Financial Aid [6]
| |All Enr |SS Rt |Compl Rt |Avg GPA |Rtn Rt |Drp Rt |CD Enr* |Perst Rt |
|Non Fin. Aid |4417 |62.1 |63.9 |2.90 |70.4 |29.6 |3869 |43.7 |
|Fin. Aid |2908 |64.1 |64.3 |2.81 |74.6 |25.4 |2635 |60.0 |
E. How do you know that the program is meeting its goals?
To continue measuring the mission and goals during the development of the Student Learning Outcomes, the Financial Aid Office created an internal survey. [7] The survey found:
✓ 81% of financial aid students could not have obtained their education without the assistance of financial aid;
✓ after completing the Free Application for Federal Student Aid (FAFSA), 70% of financial aid students found it was easier to complete other financial aid forms;
✓ 67% of financial aid students are familiar with the eligibility requirements that are necessary to continue receiving financial aid;
✓ 65% of financial aid recipients are aware of the FAFSA application deadline;
✓ 37% of financial aid students are aware of the state's financial aid deadline;
✓ 72% of financial aid students are aware that a student who receives financial aid and then completely withdraws from classes is required to repay a portion of the federal funds;
✓ 60% of financial aid students are aware of the requirements of Satisfactory Academic Progress.
F. What are the indicators that measure your present goals?
The Financial Aid Office found that the staff contributed to the students’ successes because the students were able to do the following:
1. Apply abstract concepts to real world situations by demonstrating critical thinking, decision making, and problem solving skills
2. Demonstrate civic engagements and civic responsibilities
3. Learn about budgets, repayments of debts, and responsibilities of their own finances
4. Prepare for a chosen career path
5. Transfer successfully to advanced educational institutions
II. Student Demographics of Those Using Your Services (by numbers)
A. Who do you serve?
Table I displays Student Demographics.
The Financial Aid Office serves a population of 1067 Asians, 833 African Americans, 69 Filipinos, 267 Hispanic/Latinos, 14 Native Americans, 186 others, and 199 Whites. [8]
The following chart, provided by the Institutional Data Research Bank in the Peralta Community College District, records the following information:
Table I
Student Demographics - Alameda Fall 2007
Financial Aid by Ethnicity
| |Total |
| |Enr |SS Rt |
|Total |7325 |63.0 |
|Non Fin. Aid |4417 |62.1 |
|Fin. Aid |2908 |64.1 |
Table N
Outcome Measures, Comparison by Terms--All Students
College: Alameda - Student Retention Rate
Financial Aid
| |F07 |
| |Enr |Rt Rt |
|Total |7325 |72.1 |
|Non Fin. Aid |4417 |70.4 |
|Fin. Aid |2908 |74.6 |
Table O
Outcome Measures, Comparison by Terms--All Students
College: Alameda - Average GPA
Financial Aid
| |F07 |
| |Enr |GPA |
|Total |7325 |2.86 |
|Non Fin. Aid |4417 |2.90 |
|Fin. Aid |2908 |2.81 |
Table P
Outcome Measures, Comparison by Terms--All Students
College: Alameda - Persistence Rate
Financial Aid
| |F07 |
| |Cd# |Pr Rt |
|Total |6504 |1 50. |
|Non Fin. Aid |3869 |43.7 |
|Fin. Aid |2635 |60.0 |
Tables Q, R and S, describe a Cohort of financial aid students who transferred within three years. The tables include the first year of the cohorts.[12]
Table Q
2001-02 TO 2006-07
|Financial Aid* |Transferred Student |Cohort Student |Transfer Rate |
|Received BOG (Board of Governor) Aid |110 |259 |42% |
|Received Loans |0 |4 |0% |
|Received Other Financial Aid (Except BOG or|50 |109 |46% |
|Pell) | | | |
|Received Pell Grant |62 |144 |43% |
|Received Scholarship |1 |2 |50% |
|Received Work-study Aid |15 |27 |56% |
|Total |110 |259 |42% |
Table R
2002-03 TO 2007-08
|Financial Aid* |Transferred Student |Cohort Student |Transfer Rate |
|Received BOG (Board of Governor) Aid |92 |247 |37% |
|Received Loans |4 |6 |67% |
|Received Other Financial Aid (Except BOG |47 |111 |42% |
|or Pell) | | | |
|Received Pell Grant |60 |149 |40% |
|Received Scholarship |1 |2 |50% |
|Received Work-study Aid |8 |14 |57% |
|Total |93 |249 |37% |
Table S
2003-04 TO 2008-09
|Financial Aid* |Transferred Student |Cohort Student |Transfer Rate |
|Received BOG (Board of Governor) Aid |80 |201 |40% |
|Received Loans |2 |5 |40% |
|Received Other Financial Aid (Except BOG |39 |89 |44% |
|or Pell) | | | |
|Received Pell Grant |49 |120 |41% |
|Received Scholarship |1 |3 |33% |
|Received Work-study Aid |7 |15 |47% |
|Total |80 |202 |40% |
❖ No available data were found for financial aid recipients who were on probation for the fall of 2008 and of 2009.
A. What do students have to say about student services (CCSSE Reports of 2007 and 2009, as well as other surveys)?
Tables T and U, display the questions that were included in the CCSSE Report of 2007 for financial aid recipients. [13]
Table T
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Table U
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Table V displays the questions that were included in the CCSSE Report of 2009 for financial aid recipients.
Table V
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Tables W, X and Y, display the results of a Financial Aid Workshop from parents, staff, and students.
Table W
College of Alameda Financial Aid Workshop evaluation results and comments from parents [14]
| |
|Q2. |
| |
|Q4. |
|Q5. |
| |
|Q7. |Comments: |Very Good Information for me. |
Table X
College of Alameda Financial Aid Workshop evaluation results and comments from staff:
| |
|Q2. |
| |
|Q4. |
|Q5. |
| |
|Q7. |Comments: |1. Comprehensive, easy to find answers to questions. |
| |2. I would like to know about the process to determine what money amount |
| |I will be eligible to receive. |
| |3. Very informative |
| |4. Very excellent |
Table Y
College of Alameda Financial Aid Workshop evaluation results and comments from students:
|Q |
|2. |
| |
|4. |
| |
| |
| |
| 6. |
| |
| 7. |Comments: |1. Have to wait until pin is retrieved and don't know if it will be |
| |2. The Financial Aid Staff was very effective in helping me with my FAFSA problems. |
| |3. The Financial Aid Staff was able to answer the questions |
| |4. Need more efficient volunteers, more on the restricted area |
| |5. It is good to have a financial aid workshop. I am very happy with the people |
| |who help me. |
| |6. I enjoyed the specific attention I received from two friendly staffs. |
| |I felt very supported. |
| |7. It is cool. |
| |8. The staff was very helpful and attentive throughout the whole procedure. | |
| |9. The financial aid workshop is very helpful. |
| |10. This workshop is great. It really helped me especially since my mom has never been to college. |
| |11. I want to say thank you for helping me. They give advice to new student about |
| |the financial aid. |
| |12. Always very helpful, always a winner. |
| |13. Got help even when I did not ask for it. That was very helpful. |
| |14. Good help. |
| |15. Everything answered. |
| |16. The workshop has been very educational. I have learned something about FAFSA. |
| |17. Very informative. |
| |18. She was a great helper. She was not only patient with me but was able to |
| |answer all my questions. She did a great job! |
| |19. Wonderful institution. |
| |20. She took time out to help each and everyone as needed. |
| |21. This workshop was very needed for me. I thank you guys for taking time out |
| |to help me and others complete major task. |
| |22. The Financial Aid Staff was able to answer all questions about the forms. |
| |23. Explanations were excellent, expressed concerns, very effective. |
| |I felt good when all was done! |
| |24. Workshop coordinator was well-prepared, very informed and very helpful, |
| |answered all the questions. |
| |25. Thank you for helping me fill out application. |
| |26. I think this workshop is very helpful for students that need it. |
| |27. I was able to get clarification to attain sections on the form. |
| |28. The material is informative and gives specific information for my purposes. |
| |29. Very knowledgeable and friendly staff. |
| |30. Keep up the good work! |
| |31. Answered all my questions very well. |
| |32. You should leave the information on the overhead up longer so people |
| |can copy it down. |
| |33. Use overhead that grabs people's attention. |
| |34. It was informative and I liked the application strategy. |
| |35. Very detailed, gave lots of information. |
| |36. I liked the visual paper, it helped me understand. |
| |37. Answered all questions that I had problems with which are very good. |
| |38. My kids is just 10th grade. |
| |39. Very informative. |
Table Z displays the Financial Aid Survey results from students.
Table Z
Reports 1 and 2 contain the results of visits to the Financial Aid TV.
Report 1
Financial Aid TV [15]
Period Highlights
• Total visits in the month of December of 2009: 229. Of those, 178 were
defined as new.
• High usage days were December 9 (17 visitors), December 14 (15 visitors),
and December 16 (15 visitors).
• Total number of questions that were answered in December: 361
• Total number of questions that have been presently answered : 5,427
Analytics Summary
______________________________________________
Metric Aug 09 Sept 09 Oct 09 Nov 09 Dec 09 YTD
Total visitors 693 293 231 215 229 3,534
Total new 532 222 182 55 178 2,761
Visitors
Total
Questions 958 302 184 276 361 5,427
Answered
Peak Days Aug 19 Sept 1 Oct 7 Nov 5 Dec 9
(41) (22) (16) (17) (17)
Aug 12 Sept 8 Oct 20 Nov 6 Dec 14
(39) (17) (16) (14) (15)
Aug 24 Sept 10 Oct 21 Nov 12 Dec 16
(37) (17) (15) (14) (15)
Financial Aid TV
Video Download Summary (For the Period of December 1 thru December 31, 2009)
Views Video
45 What are the Financial Aid Deadlines?
26 I do not think I will qualify. Should I still apply?
20 How do I know if I will qualify for Financial Aid?
18 What is the BOG Fee Waiver?
18 Do I have to wait for admission before applying for financial aid?
15 What is a Cal Grant?
14 Do I have to be enrolled full-time to receive financial aid?
12 How do I apply for Financial Aid?
10 Can high school students taking college classes receive financial aid?
10 Are international students eligible to receive state or federal financial aid?
10 If a student does not graduate from high school, can they still receive financial aid at college?
10 What is a Chafee Grant?
10 What is EOPS?
10 Does it cost to apply for Financial Aid?
9 Welcome to College of Alameda Financial Aid
9 Are non-US citizens eligible for federal financial aid?
8 How can I pay for college?
8 I have a 4‐year bachelor’s degree. Can I still receive federal financial aid?
7 What is the difference between a grant and a loan?
7 Will financial aid pay for all of my expenses?
6 What is Financial Aid?
6 What is a Pell Grant?
6 What is a FSEOG?
6 College of Alameda Satisfactory Academic Progress Policy
5 Do I have to reapply for Financial Aid each year?
5 What is a scholarship?
4 What is a Federal Work-Study job?
4 Where can I look for scholarships?
4 What is the FAFSA?
3 Is it worth it to apply for scholarships?
3 Are there financial aid programs for Veterans of the US Armed Forces?
3 What is an Academic Competitiveness Grant?
2 What is a letter of recommendation?
2 What are some tips on writing a great scholarship essay?
2 What is a subsidized Stafford Loan?
2 Is a credit check required to receive a Stafford Loan?
1 What if my financial situation has changed since I filed my FAFSA?
1 I lost my tax information. What should I do?
1 What is the difference between a Dependent student and an Independent student?
1 ¿Como puedo pagar mis estudios en la Universidad?
1 ¿Qué es Ayuda financiera?
1 ¿Comó puedo obtener ayuda financiera?
1 ¿Qué tipo de personas – que no sean ciudadanos – son elegibles para ayuda financiera?
1 ¿Son elegibles para ayuda financiera los estudiantes sin documentación legal?
1 ¿Qué es la ley AB540?
1 How can prioritize my scholarship search?
1 Should I have to pay to apply for a scholarship?
1 What are some tips on filling out a great scholarship application?
1 What are transcripts?
1 What is a scholarship deadline?
1 What is a loan?
1 What are some tips on getting great letters of recommendation?
1 What is the difference between a Subsidized and an unsubsidized loan?
1 What happens if I default on a loan?
1 What is a PLUS Loan?
1 Are parents responsible for paying back educational loans?
1 If I default on a student loan, how can I fix it?
1 What are my repayment options?
Report 2
Financial Aid TV [16]
Period Highlights
• Total visits in the month of February of 2010: 206. Of those, 170 were
defined as New.
• High usage days were February 3 (18 visitors), February 2 (15 visitors),
and February 9 (15 visitors).
• Total number of questions that were answered in February: 155
• Total number of questions that have been presently answered : 568
Analytics Summary
_______________________________________
Metric Jan 10 Feb 10 YTD
Total visitors 463 206 669
Total new
Visitors 365 170 535
Total
Questions 413 155 568
Answered
Peak Days Jan 26 Feb 3
(39) (18)
Jan 20 Feb 2
(36) (15)
Jan 12 Feb 9
(34) (15)
Financial Aid TV
Video Download Summary
(For Period of February 1 thru February 28, 2010)
Views Video
45 What are the Financial Aid Deadlines?
26 I do not think I will qualify. Should I still apply?
20 How do I know if I will qualify for Financial Aid?
18 What is the BOG Fee Waiver?
18 Do I have to wait for admission before applying for financial aid?
15 What is a Cal Grant?
14 Do I have to be enrolled full-time to receive financial aid?
12 How do I apply for Financial Aid?
10 Can high school students taking college classes receive financial aid?
10 Are international students eligible to receive state or federal financial aid?
10 If a student does not graduate from high school, can they still receive financial aid at college?
10 What is a Chafee Grant?
10 What is EOPS?
10 Does it cost to apply for Financial Aid?
9 Welcome to College of Alameda Financial Aid
9 Are non-US citizens eligible for federal financial aid?
8 How can I pay for college?
8 I have a 4‐year bachelor’s degree. Can I still receive federal financial aid?
7 What is the difference between a grant and a loan?
7 Will financial aid pay for all of my expenses?
6 What is Financial Aid?
6 What is a Pell Grant?
6 What is a FSEOG?
6 College of Alameda Satisfactory Academic Progress Policy
5 Do I have to reapply for Financial Aid each year?
5 What is a scholarship?
4 What is a Federal Work-Study job?
4 Where can I look for scholarships?
4 What is the FAFSA?
3 Is it worth it to apply for scholarships?
3 Are there financial aid programs for Veterans of the US Armed Forces?
3 What is an Academic Competitiveness Grant?
2 What is a letter of recommendation?
2 What are some tips on writing a great scholarship essay?
2 What is a subsidized Stafford Loan?
2 Is a credit check required to receive a Stafford Loan?
1 What if my financial situation has changed since I filed my FAFSA?
1 I lost my tax information. What should I do?
1 What is the difference between a Dependent student and an Independent student?
1 ¿Como puedo pagar mis estudios en la Universidad?
1 ¿Qué es Ayuda financiera?
1 ¿Comó puedo obtener ayuda financiera?
1 ¿Qué tipo de personas – que no sean ciudadanos – son elegibles para ayuda financiera?
1 ¿Son elegibles para ayuda financiera los estudiantes sin documentación legal?
1 ¿Qué es la ley AB540?
1 How can prioritize my scholarship search?
1 Should I have to pay to apply for a scholarship?
1 What are some tips on filling out a great scholarship application?
1 What are transcripts?
1 What is a scholarship deadline?
1 What is a loan?
1 What are some tips on getting great letters of recommendation?
1 What is the difference between a Subsidized and an unsubsidized loan?
1 What happens if I default on a loan?
1 What is a PLUS Loan?
1 Are parents responsible for paying back educational loans?
1 If I default on a student loan, how can I fix it?
1 What are my repayment options?
Table AA displays an evaluation of the conference:
Super Saturday Conference, February 27, 2010 [17]
Table AA
| |Excellent |Good |Average |Poor |Very Poor |
|Q1 |Did you find the workshop |14 |3 |1 |0 |0 |
| |informative and useful? | | | | | |
| | | | | | | |
| |
|Q2 |Was the presenter organized |11 |5 |2 |0 |0 |
| |and easy to understand? | | | | | |
| | | | | | | |
| |
|Q3 |Would you recommend this |14 |4 |0 |0 |0 |
| |workshop to another student? | | | | | |
| | | | | | | |
| |
|Q4 |What is your overall rating |13 |4 |1 |0 |0 |
| |for this workshop? | | | | | |
| | | | | | | |
| |
|Q5 |Comments: |1. Very Helpful. |
| |2. Learned a lot. |
| |3. Extremely useful information. Now I know where I need to start. |
| |4. Very helpful with information on Financial Aid. |
| |5. Kind of a downer (not the fault of the presenter, just economy sucks), but good info. |
| | |
B. Have you used statewide or national assessment instruments to access your program?
No.
IV. Program Effectiveness
A. Interdepartmental/Program/Campus Collaboration
1. Provide a list of memberships, standing committees, and governance groups
The Financial Aid Staff have participated on the following standing committees:
|College of Alameda Accreditation Committee |
|College of Alameda Website Sub-Committee |
|College of Alameda Institutional Planning Committee |
|College of Alameda Staff Development Committee |
|EOPS Advisory Committee |
|DSP&S Advisory Committee |
|Financial Aid Advisory Committee |
Memberships/Training/Staff Development
Much of the coordination of financial aid services depends on network and training to keep staff up-to-date with the continual changes of federal and state regulations. It is important that the Financial Aid Office be properly integrated into the comprehensive financial aid process. This is accomplished primarily with training and with staff developmental opportunities.
The Financial Aid Office staff participated in the following training programs:
| |
|California Community Colleges for Student Financial Aid Administrators (CCCSFAAA) and California Association for Financial Aid |
|Administrators (CASFAA) --Training is held annually. |
|The U.S. Department of Education Student Financial Aid Conference --Training is held annually. |
|EdFund Financial Aid Training --Training is held during the spring. |
|California Community Colleges (CCCSFAAA) Spring Conference |
|The U.S. Department of Education, the California Student Aid Commission, California Community Colleges, and EdFUnd Institute --Training |
|is tailored to specific needs, for example: |
|Direct Loan Webinars |
|Year-round Pell Grant Webinar |
|Return to Title IV Webinar |
|Loan Counseling |
|Professional Judgment |
|Identity Theft |
|GI Bill – Education Benefits |
|BFAP Webinar |
|IRS Data Retrieval |
|Foster Youth – Webinar |
|FERPA – Family Educational Rights and Privacy Act |
|Customer Service--Fish Philosophy |
|Effective Non-Violence Communication |
|Sexual Harassment (PCCD) |
3. Please describe the nature of the relationship with the program/department/service and the effectiveness of the relationship
Because eligibility determination and delivery of student aid involve complex requirements for coordinating, monitoring, and verifying students' awards, the College of Alameda Financial Aid Office works closely with many on-campus offices and off-campus agencies to ensure strict compliance with regulatory requirements and efficient service for students.
The following is a brief description of the interaction that other offices and agencies have with the financial aid process, their major responsibilities as they relate to financial aid, and how the Financial Aid Office interfaces with their functions.
Business and Cashier’s Offices
The District IT Budget and Finance Office, College Business Office, and Cashier’s Office carefully coordinate a number of functions that relate to the financial aid process:
A. Cashier’s Office
1. Coordinates the disposition of undelivered aid checks with the District IT Budget and Finance Office
2. Disburses student aid and payroll checks
3. Tracks and bills student for owed debts
B. District IT Budget and Finance Office
1. Accounts for funds, and reports expenditures to the Department of Education by the GAPS system.
2. Ensures that funds in the College of Alameda’s accounts are identified as federal funds
3. Prepares, by the directions of the Financial Aid Office, the Return to Title IV checks when students withdraw during the first 60% of the term
4. Prepares student aid checks
C. College Business Office
1. Helps to ensure and enforce compliance of rules and regulations
2. Provides annual tuition and fee figures for the FISAP Report
3. Reviews and approves the annual disbursement calendar for financial aid checks
4. Verifies reported expenditures to the U.S. Department of Education Fiscal Operations Report and Application to Participate (FISAP) and the Board Assistance for Financial Aid Administration (BFAP).
❖ Admission and Records
The Admission and Records office keeps the primary system file on a student’s academic and demographic data. Any changes in a student’s enrollment status are updated from the Admission and Records Student Services Center, where the financial aid staff can view the student’s enrollment information, personal information, and transcript information.
The Admission and Records Office controls students’ enrollments in appropriate coursework, by requiring admitted students to take assessment tests by the matriculation process.
The Admission and Records Office is responsible for posting grades, for maintaining transcripts that are used by the Financial Aid Office to determine Satisfactory Academic progress, and for providing information of the total student enrollment, as reported on the FISAP to the Financial Aid Office.
❖ AmeriCorps
The Financial Aid Office verifies enrollment, and the Cashier’s Office releases the payments for the AmeriCorps participants. The Financial Aid Office verifies information on the vouchers supplied by the student. It provides disbursement dates and sends the form to the AmeriCorps Office in Washington, D.C. Final reporting is done approximately mid-way through the semester.
❖ Bureau of Indian Affairs (BIA)
Students who qualify for BIA benefits are assisted by the Financial Aid Office that determines eligibility for other forms of federal financial aid and notifies BIA of a student’s eligibility. If the student receives BIA benefits, the benefits replace any work and loan components of the financial aid package.
❖ Counseling Department
All students are required to file an Enrollment Plan with a counselor before enrolling in the College. If remediation is indicated by the assessment test, it becomes a requirement of the Educational Plan. All financial aid recipients who are not making satisfactory academic progress are required to submit an Educational Plan. The Financial Aid Advisory Appeals Committee ensures that financial aid students have the courses necessary to obtain a degree, an occupational certificate or transfer to four-year- colleges and universities.
❖ Drug Free Work-Place/Drug Prevention Programs
All Drug Free Work-Place and Drug Prevention programs are coordinated centrally at the District Office; the office disseminates information to an individual campus and assures that requirements for enforcement are met. The District Office annually prepares a Campus Security and Student-Right- to-Know booklet that is available on September 1 of each year.
❖ Extended Opportunity Programs and Services (EOPS)
EOPS annually provides additional grant funding to approximately 300 students who are economically and educationally disadvantaged. Eligible students are identified as part of the financial aid process.
Grants awards are made to eligible students by EOPS. Eligible students are those who meet the EOPS office requirements and have a remaining financial need for the award. Depending on the allocation received by EOPS, the award amounts to students vary annually. Before a term’s disbursements, EOPS provides a list of recipients and amounts of awards to the Financial Aid Office, where they are checked to ensure awarded students have a remaining need. They are then entered into the SAFE system through which award letters are produced and checks are ordered and disbursed as part of the financial aid check procedures.
EOPS students are required to complete a minimum of 12 units per term. The SAFE system identifies students and withholds aid from those who do not meet the minimum completion requirements. Overrides to the minimum unit requirements are made only by the EOPS Director by a memorandum or an email to the Financial Aid Supervisor who releases aid when so instructed.
❖ Information Technology (IT District Office)
Data processing, centralized in the District Office, provides support services for the email, mainframe, PROMT, web access, passwords resets, website support and training, PeopleSoft, network, and hardware applications.
It also provides support services for the SAFE System program to do the following:
1. Dedicate personnel on a by-need basis to assist with ad hoc report data extraction
2. Draw the Institutional Student Information Record (ISIRs) from the U.S. Department of Education Central Processor
3. Load records into the SAFE system
4. Prepare the MIS report for Board of Governor’s Fee Waivers to the Student Aid Commission.
5. Provide all reports needed for award processing and for SAFE check production, to the Financial Aid Office
6. Set up the initiation and maintain SAFE System each year
7. Store history files and tapes from all prior processing years
❖ Learning Resource Center
Financial aid student applicants, who have not received a high school diploma or a GED prior to admission to College of Alameda, are required to pass an assessment test, approved by the Secretary of the Department of Education, to determine their ability to benefit from a program of study. The college uses the Wonderlic Test and the CELSA Test for Non-English Speakers.
The assessment test measures if the student requires remediation prior to enrollment in credited courses at the college. The Financial Aid Office provides to the Learning Resource Center an annual calendar of dates to administer these tests and provides once a month the names of the students who need to take the test.
Special accommodations for students are provided in accordance with the requirements of Section 504 for the Rehabilitation Act of 1973 and the Americans with Disabilities Act. These requirements include giving a test in a manner that is accessible to disabled students, such as offering a longer exam time to students with learning disabilities, and offering Braille or large-print exams for visually impaired students.
❖ Office of Human Resources/District Office
The Financial Aid Office functions as a student center for student employment activities to coordinate the placement of hiring for Work-Study students. The Financial Aid Office coordinates Non-Work-Study paperwork collection and appropriate notification of both the Payroll Office, which signs off on the student payroll, and Business Office. The Financial Aid Office also approves and maintains files for student employees, Federal Work-Study, Cal-Works, and Non-Federal Work-Study employment. The eligibility for Cal-Works, however, is determined through the Cal-Works Office.
The Financial Aid Office has handled the placement and paperwork for all College of Alameda Federal Work-Study students who need on-campus jobs and the paperwork completed by supervisors for their students who are employed on-campus. On-campus jobs include ambassadors, instructional aides, peer advisors, and tutors. Students who tutor, assisting in math and English, have the option to work off-campus at elementary schools or public libraries. The Financial Aid Office processes documents annually for approximately 627 students employed on campus, 7 students employed off-campus, and 81 Federal Work-Study Students.
The Financial Aid office also sends Student Evaluations to the appropriate Supervisors every semester.
❖ Off-Campus Agencies
The Financial Aid Office coordinates with the General Assistance, Housing, Rehabilitation, Social Security, and Temporary Assistance Needy Families (TANF) offices when certifying an Enrollment Fee Waiver.
❖ Veterans
The Financial Aid Office coordinates with the Program Specialist who certifies Veterans Benefits. The Financial Aid Office verifies the amounts of benefits when files are flagged for verification or when certifying a Stafford Loan for a Veteran.
B. Quantity of program, department/service delivered
1. How many students do you serve (Unduplicated)?
The following data was extracted for those unduplicated awarded
students of the 2009 fall semester:[18]
2. How many appointments do you have on any given day?
Based on a SARS-GRID report, the Financial Aid Office Staff goes through an average of 79 appointments daily.
3. How many contacts does the Financial Aid Office make with students?
Because of the different forms of contact (in person, telephone, mail, and email) that the financial aid staff has with financial aid recipients, it is estimated that each student contacts the Financial Aid Staff at least four times a semester (for applications, FAFSA corrections, payments, and submission of documents).
V. Student Learning Outcomes
A. List the student learning outcomes that are presently being assessed:
|Service Area |Measures |Current Data Sources |
|Learning Outcomes | | |
|1. In assisting students finance their |Success and Persistence Rate |Success & Persistence Rate: Financial Aid |
|education, students will learn: |FAO Student Survey |students, 64.1% vs. 62.1% Non-Financial Aid |
| |Educational goal completion |recipients; Retention Rate: 74.6% vs. 70.4% of |
|To advance their educational goals (Personal | |Non-Financial Aid Students. |
|Actions and Civil Responsibilities) | |Educational Goal: Transfer w/AA, 20% vs. 12% |
| | |Non-Financial Aid |
| | |FAO Student Survey: |
| | |81% of financial aid recipients could not have |
| | |reached their educational goal without the |
| | |assistance of financial aid. |
|2. In assisting students in understanding the |Success and Persistence Rate |Success & Persistence Rate: Financial Aid |
|different types of financial aid available will|FAO Student Survey |students, 64.1% vs. 62.1% Non-Financial Aid |
|help them gain: |Positive research and reading rate. |recipients; Retention Rate: 74.6% vs. 70.4% |
|Reading, listening, and research skills | |Non-Financial Aid Students. |
|(Critical Thinking) |Percentage of students who demonstrate critical|Educational Goal: Transfer w/AA, 20% vs. 12% |
|Knowledge of other forms and deadlines |thinking and self-awareness by estimating their|Non-Financial Aid |
|(Self-Awareness, Personal Actions and Civil |eligibility for financial aid. |FAO Student Survey: |
|Responsibilities) | |51% of financial aid recipients researched |
|Knowledge of Institutional policies, and their |Percentage of students who gain critical |online or read literature about financial aid. |
|rights and responsibilities. |thinking skills, technological awareness and |47% of financial aid recipients think they are |
|(Personal Action, Civil Responsibilities and |gain experience in following directions by |eligible for aid when they first submit the |
|Self-Awareness) |completing the FAFSA. |FAFSA. |
| | |After completing the FAFSA, 70% of financial |
| |Deadline awareness rate. Financial Aid policy |aid recipients found it easier to complete |
| |awareness. |other financial aid forms. |
| | |After completing the FAFSA, 60% of financial |
| |Percentage of students who understand their |aid recipients found it easier to complete |
| |requirements to maintain Satisfactory Academic |employment applications. |
| |progress (Rights and Responsibilities) |60% of financial aid recipients are aware of |
| | |the requirements of Satisfactory Academic |
| | |Progress. |
| | | |
| | | |
|3. By accepting and receiving aid students |FAO Student Survey: |FAO Student Survey Results: |
|will learn: |Financial Aid policy awareness rate. |67% of financial aid recipients are aware of |
|The existence of different policies |Percentage of students to understand their |eligibility requirements of financial aid. |
|(institutional, local, state, and federal) |requirements to maintain Satisfactory Academic |60% of financial aid recipients are aware of |
|(Personal Action and Civil Responsibilities |Progress (Rights and Responsibilities) |the requirements of Satisfactory Academic |
| | |Progress. |
|4. By understanding the process and the |Success and Persistence Rate |Success & Persistence Rate: Financial Aid |
|requirements of Satisfactory Academic Progress,|FAO Student Survey: |students, 64.1% vs. 62.1% Non-Financial. Aid. |
|students will learn: |Financial aid policy awareness. |Educational Goal: Transfer w/AA, 20% vs. 12% |
|Personal as well as institution’s rights |Percentage of students who understand their |Non-Financial Aid |
|(Self-Awareness, Personal Action and Civil |requirements of maintaining Satisfactory |Aid recipients; |
|Responsibilities). |Academic Progress. (Rights and |60% of financial aid recipients are aware of |
|An awareness of Institutional policies |Responsibilities) |the requirements of Satisfactory Academic |
|(Personal Action and Civil Responsibilities) | |Progress. |
Financial Aid Learning Outcomes Definitions:
|Self-Awareness Ability to identify one’s own |
|needs and access appropriate actions. |
|Personal Actions and Civil Responsibilities |
|Responsibility for one’s actions and duties. |
|Critical Thinking Ability to analyze, |
|criticize and advocate ideas. |
|Interpersonal Skills The Ability to relate |
|and work with others effectively in an |
|appropriate, meaningful manner. |
|Technology Awareness Basic computer |
|skills and ability to work with computers and other equipment. |
B. What additional student learning outcomes should be considered to demonstrate what your student should know and/or be able to do as a consequence of the service provided by your unit?
➢ Increase awareness of the high income limits for Board of Governor’s Fee Waivers through a FAFSA application
Students with high incomes may still be eligible for fee waivers if they complete a FAFSA application instead of the Board of Governor’s Fee Waiver Application.
➢ Increase efforts and develop materials to emphasize common mistakes
The Financial Aid Office Staff have experienced many common errors by students. A series of simple questions will be developed to address this ongoing problem.
➢ Support internal and external communication by providing the necessary tools and information to students seeking financial aid
Access to bilingual materials and services will be developed by providing a simple, accessible way to answer FAFSA questions.
VI. ACTION PLAN: Using the results of the data collected and discussed in the self-study, identify:
A. The future needs of the program
Additional staff for the Financial Aid Office at College of Alameda:
The College Educational plan 2004-2019 and the Houston Executive Services Report, and the PCCD Unit Plan of October 9, 2009, all called for to increase staff at the College of Alameda Financial Aid Office. The college has a different staffing pattern and less staff members than the other three colleges at Peralta. For the future, College of Alameda needs to secure general funds for the following:
✓ Two full-time classified Student Personnel Program Specialists, to assist with the daily transmissions to the Department of Education and the increased workload of files selected for verification.
✓ Two full-time classified Staff Assistants, to assist with the increased work-load of federal grants and direct loans and to assist with developing a system to post on-and-off campus jobs available on the financial aid webpage.
✓ A full-time technology support services, to provide support for the technology and delivery process and to create new value in the delivery services that will benefit the students.
An official student survey or evaluation for the Financial Aid Office: An exclusive financial aid survey or evaluation must be developed for financial aid recipients and conducted by a third party at the end of each semester. The survey should include the following:
✓ Consumer satisfaction (knowledge of this will give the Financial Aid Office Staff valuable insight on how to increase financial aid services)
✓ Support the Student Learning outcomes
✓ Transfer students and the services provided to specific populations, DSP&S and EOPS.
Expand Technology: With the implementation of the WEB-SAFE software, it is important to explore the options of implementing a 24/7 service for students to view status, accept and decline awards electronically
Financial Aid Disbursement: It is important to explore discontinuing the manual process of disbursing checks and opt for a direct deposit of financial aid checks.
B. The future goals and methods of assessment of the program, including outcomes
See section V--(B)
C. The strategies and actions to be taken by the unit the next six years to strengthen the program and meet the strategic goals of the program and college.
❖ Increase and maintain in/out-reach connections, particularly with high schools, communities, and non-profit organizations, to ensure effective communication and access to College of Alameda
❖ Practice teamwork by working collaboratively on current program of the college, such as the Accreditation Committee, Staff Development Committee, and Technology Committee
❖ Support persistence and retention by providing explicit financial aid eligibility information and requirements, particularly to educational and economical at-risk students
Validation Team Report
Unit Reviewed: Financial Aid Office Date: ______________
Self-Study Team:
Hector Corrales _________________________________
Angelita M. Finlayson _________________________________
Muriel Montague _________________________________
Alexis Montevirgen _________________________________
Ava Lee Pang _________________________________
Becky Sanchez _________________________________
Francine West _________________________________
Desiree Canton, ASCOA Representative _____________________
Validation Team _________________________________
___________________________________
___________________________________
Summary of Findings:
Part A: Accuracy and Thoroughness of Self-Study/Action Plan (program strengths, areas for improvement, data collection, and projection of future trends / support)
Part B: Validation Team Recommendations:
-----------------------
[1] College of Alameda, Student Services Organizational Chart (2010-2011)
[2] Tables A, B and C--SAFE 8.0 Financial Aid System.
[3] SAFE 8.0 Financial Aid System
[4] Fiscal Operations Report and Application to Participate (FISAP)
[5] Source: PCCD Institutional Data Research Bank – Student Outcomes Measures, Success Rate, Completions, Drop Rate, Persistence, Retention, Avg. GPA.
[6] Source: PCCD Institutional Research Bank—Student Outcomes Measures, Success Rate, Completion, Drop Rate, Persistence, Retention, Avg. GPA.
[7] College of Alameda Financial Aid Student Survey
[8] Source: Peralta Community College District – Student Demographics Alameda Fall 2007, Financial Aid by Ethnicity.
[9] Tables J and K information provided by: Debra Banks, District Research Coordinator
[10] Source: PCCD Institutional Data Research Bank
[11]Tables M through P, PCCD Institutional Data Research Bank
[12] Tables Q, R and S, information provided by: Debra Banks, District Research Coordinator
[13] Tables T and U, information provided by Debra Banks, District Research Coordinator
[14] Financial Aid Workshop weekly evaluation forms
[15] Report provided by Financial Aid TV, December 2009
[16] Report provided by Financial Aid TV, January-February 2010
[17] Super Saturday Conference Evaluations results provided by Truly Thompson, Counselor
[18] Information provided by: Tom Cluster, SAFE IT Specialist
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Vice President of Student Services
College President
Dean of Students
Services
S
Financial Aid Supervisor
Financial Aid Specialist
Financial Aid Placement Assistant
Financial Aid Sr. Clerical Assistant
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Clerical Assistant (Hourly)
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Comments:
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|Key: |
|Y = Yes |
|N = No |
|DK = Don't Know |
|UA = Unanswered |
District Director of Financial Aid*
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